Workday FAQs

This initiative will overhaul WVU’s core business processes and systems using Workday, a modern cloud-based platform. Over the next few years, we will reimagine and simplify how WVU operates, replacing old, inefficient processes and tools with streamlined workflows in one platform. Our current finance and HR systems are outdated and fragmented. Workday will let us operate more efficiently, integrate data seamlessly, and adapt easily to future needs more easily.

We’re making big strides to simplify how we work together. Right now, many of our systems don’t talk well to one another, which means people often enter the same information in multiple places or rely on spreadsheets to fill the gaps. Workday is here to change that—by streamlining and automating our processes, we’ll eliminate the clutter and make everyday tasks easier and more intuitive.

Our current tools have become more complex and outdated over time, often customized in ways that make them hard to maintain. Workday brings a fresh, unified approach: it replaces redundant systems, reduces manual work, and creates a single source of truth for accurate, easy-to-access data. Plus, it keeps us agile and compliant with minimal downtime—so we’re always ready for what’s next.

When business processes are simplified, automated and streamlined, employees have more time to focus on big-picture goals. Eliminating duplicative work means less time wasted. Automations will keep routine tasks moving and will prompt people when action is needed. Time previously spent on manual tasks can be redirected to teaching, research, service, and student experience. Workday’s real-time data and analytics will support strategic decision-making, ensuring priorities and resources are properly aligned.

The work under way now is laying the foundation for dramatic improvements to the student experience in future years. In the second phase of this initiative, Workday will replace the current Student Information System (Banner) and some related systems with a modern, unified platform that will create a more seamless experience. In the meantime, students will experience indirect benefits, even if they don’t use Workday themselves right away.

This initiative will overhaul WVU’s core business processes and systems using Workday, a modern cloud-based platform. Over the next few years, we will reimagine and simplify how WVU operates, replacing old, inefficient processes and tools with streamlined workflows in one platform. Our current finance and HR systems are outdated and fragmented. Workday will let us operate more efficiently, integrate data seamlessly, and adapt easily to future needs more easily.

After issuing a Request for Proposals (RFP), WVU invited three finalist vendors that met our requirements to demonstrate their products. An evaluation committee of 29 stakeholders, including experts from finance, HR and student service areas, weighed each option. Workday emerged as the clear choice, best suited to meet WVU’s current needs and future goals. The committee determined it offers the right balance of functionality, usability and adaptability.

Workday isn’t a one-size-fits-all corporate tool; it’s designed with higher education in mind. Workday decided years ago to specialize in meeting the needs of colleges and universities. It partnered with institutions like Yale University, Louisiana State University and the University of Akron (Ohio) to refine its platform for campus use. Workday is now used by more than 400 higher education institutions, including over one-third of our peer R1 research institutions. Workday has a proven track record of meeting the needs of a modern university.

Providing real-time, reliable data is one of the biggest advantages of moving to Workday. Instead of piecing together reports from multiple sources or waiting for overnight updates, you’ll be able to run reports with confidence that the information you get is current. Similarly, HR information such as leave balance is updated as transactions occur. Workday’s reporting tools also make it easier to slice and dice data on the fly, so authorized users can get answers to questions without needing a technical expert to pull data from various sources.

Initially, the primary systems being replaced are MAP and Applaud. Related finance and HR tools and shadow systems that have helped to fill the gaps will be retired once the related Workday functions are live. Banner and related student systems will be turned off once Workday Student is live. For a more complete list of the systems impacted by Workday, please visit our Impacted Systems page.

Workday will consolidate most HR and Finance functions in a single platform, as indicated in this chart.

The Workday Business Modernization HCM and Finance project is underway, with a planned launch in Summer 2027. The timeline allows ample time for planning, configuration, testing and training before flipping the switch.

The work to begin configuring Workday’s budgeting and forecasting tool, Adaptive Planning, will overlap with the HCM and Finance project. Adaptive Planning is expected to be used for the FY29 budgeting cycle, which will occur in Spring 2028.

Virtually everyone will interact with Workday, especially those involved in administrative tasks. If you submit expense reimbursements, log working hours, request time off, manage budgets, hire or approve HR actions, you’ll be using Workday. Even people who might not regularly use the current systems will notice changes: For instance, faculty who previously had an assistant enter HR info might start getting automated notifications from Workday or have simple new approval tasks.

The purpose of the Modernization Program is to make WVU more agile, efficient and effective, not to reduce headcount. We want our people to be empowered by better systems, not replaced by them. That said, new technology and processes always create new opportunities. Roles and workflows will evolve, but WVU isn’t planning reductions in force as part of the Workday implementation.

For some people, yes. Workday will fundamentally alter how certain tasks are done. But the goal is to make work more meaningful. More automations and less manual effort will let certain units take on new, more value-added tasks.

Yes, student workers will use Workday’s time tracking and payroll features.

Faculty members will find administrative tasks simplified. Instead of sending emails and completing multiple forms with different offices to hire Graduate Assistants, you’ll initiate and track those hires in Workday. Instead of using multiple systems for travel, you’ll request and get reimbursed for your travel in Workday. And when it comes to managing grants, you’ll have real-time insight into your grant finances without having to merge data from separate systems.

WVU isn’t going to throw away important data, but for security and liability reasons, we will focus on keeping what we need for legal, regulatory and compliance purposes. A Data Retention project is underway to develop a plan that will address legacy information responsibly. Some data will be converted and migrated into Workday, especially if it’s needed for ongoing operations. Data that can’t be moved due to volume or format will be retained in a designated archive, with read-only access to a limited number of users for a defined timeframe. We’ll have more information about data retention, including what historical record will and won’t be available, as this project progresses.

Workday employs enterprise-grade security technologies such as data encryption, continuous monitoring and strict access controls. On top of Workday’s core safeguards, WVU will configure security roles and permissions so that people only see the data they’re supposed to. For example, sensitive data like Social Security numbers and certain financial data will be restricted to authorized personnel. Workday has granular security settings that support compliance with privacy laws such as FERPA and HIPAA. Additionally, Workday provides audit trails and reporting tools that let us monitor access and changes to data.

Workday has a dedicated mobile app to support a mobile and modern university workforce. You’ll have easy access from either a web browser on your computer or the app on your smartphone/tablet. If you have an internet connection, you’ll be able to get to your Workday tasks.

Workday releases two major updates each year, plus smaller weekly patches as needed. The major releases typically occur in March and September, bringing new features, enhancements and any necessary regulatory updates. Workday’s routine updates are incremental and delivered automatically in the cloud, meaning without a planned system outage. The team that administers Workday will review and test updates before they are released, and communications will ensure employees are prepared for any changes.

There won’t be a single channel for updates; we’ll use a mix of communication methods, from regular email updates directly in your inbox and ENews announcements to in-person and virtual presentations. We’ve even established faculty-staff advisory groups and stakeholder committees tasked with helping disseminate information to their colleagues. You can always find the latest information on this website.

Comprehensive training will be provided to make sure every employee feels comfortable using Workday from the first day. A variety of training opportunities will be offered closer to go-live, including self-paced online training modules and video tutorials. These will focus on basics like navigating Workday, entering information and running simple processes. We’ll also have live workshops or webinars for more interactive learning. These may be tailored by topic and role. Faculty may get guidance on things like hiring a GA or submitting travel expenses; staff might train on core HR/Finance processes they handle; and student workers will learn employee self-service basics. We'll make sure everyone gets information about the training that’s appropriate for you.

A wealth of resources will be available to help you learn Workday before and after launch day. The project team aims to offer a variety of resources such as short how-to videos, step-by-step job aids, knowledge articles, and guidance embedded directly in the system.

Although the details have yet to be determined, a robust support structure will be in place to ensure you have plenty of ways to get help once Workday is live. There will be both on-demand resources and people to reach out to them. We’ll have more specifics to share as we get closer to our launch date.

The Modernization Program welcomes participation from faculty, staff, and student workers. There are several ways to contribute:

• User testing. As we configure Workday, we’ll have multiple rounds of testing in which employees will try out the system and provide feedback. When the time comes, the project team will request volunteers or recruit testers from different departments.
• Join our change network. This dedicated group of people will build connections between their departments and the project team to ensure day-one readiness.
• Submit a question or suggestion. Use the Contact form on this website or complete an upcoming survey.
• Attend a presentation. When an overview session is announced, please join us to learn about the upcoming changes.